Formal Student Complaint Process

Procedure:

1. The student will submit the complaint utilizing the online form on the UJ website. The submission will be received by the Vice President for Student Affairs/Dean of Students.
2. Complaints will be forwarded to the appropriate academic or nonacademic area for follow up as noted below.
   1. Academic complaints to the Office of the Provost or their designee.
   2. Athletics complaints to the Director of Athletics or their designee.
   3. Student Affairs complaints to the Vice President for Student Affairs/Dean of Students or their designee.
   4. Business Office complaints to the Chief Financial Officer or their designee.
   5. Financial Aid complaints to the Chief Financial Officer or their designee.
   6. Records and Registration complaints to the Office of the Provost or their designee. 
   7. Unlawful Discrimination and Harassment complaints to the Vice President for Student Affairs/Dean of Students or their designee.
   8. A complaint against a member of the President's Cabinet will be directed to the President.
   9. A complaint against the President is submitted to the Chair of the Board of Trustees.
   10. Complaints not fitting into categories a - i will be directed to the appropriate member of the President's Cabinet.

Level 1 Complaint Process

Absent extraordinary circumstances, the person to whom the complaint has been submitted conducts, within fifteen (15) business days of receiving the complaint, a formal conference with the student, permitting her or him to provide any necessary relevant information. The interviewer confers with the other person or persons involved and conducts an additional investigation as he or she deems necessary. Absent extraordinary circumstances, a written recommendation is sent within fifteen (15) business days of the first formal conference. The recommendation is sent to the student and the other involved person or persons. The written recommendation states the background information, the rationale for the recommendation, and the recommended remedy, if any. Copies of the original complaint and the written recommendation are kept in the Vice President for Student Affairs/Dean of Students for a minimum of five years.

Level 2 Complaint Process

The student or one of the other involved parties may, with fifteen (15) business days of receipt of the level 1 recommendation, appeal to the Vice President for Student Affairs/Dean of Students in writing via email.  The Vice President for Student Affairs/Dean of Students and/or the Director of Human Resources and/or the Executive Vice President, will hear the appeal.   Absent extraordinary circumstances, a meeting will be held within fifteen (15) business days of receipt of the appeal or complaint. Absent extraordinary circumstances, a written recommendation is sent to the student and others within fifteen (15) business days of such meeting. In cases of appeals to level 2, copies of the original complaint and the level 1 and 2 written recommendations are kept in the Vice President for Student Affairs/Dean of Students for a minimum of five years.

Level 3 Complaint Process

The student or one of the other involved parties may, with fifteen (15) business days of receipt of the level 2 recommendation, appeal to the Vice President for Student Affairs/Dean of Students in writing via email.  Except in the case of a complaint against the President, where the Board of Trustees has final authority, appeals of the level 2 recommendation will be heard by the President.   Absent extraordinary circumstances, a meeting will be held within fifteen (15) business days of receipt of the level 2 recommendation. The President makes the final decision. Absent extraordinary circumstances, the President’s written decision is sent to the student and other parties within fifteen (15) business days of receiving the level 3 appeal. In cases of appeals to level 3, copies of the original complaint, the previous written recommendations, and the final decision are kept in the Vice President for Student Affairs/Dean of Students for a minimum of five years.

Appeals

The student or one of the other involved parties may, within fifteen (15) business days of receipt of the level 1 or level 2 recommendation, appeal to the Vice President for Student Affairs/Dean of Students in writing via email. Failure to appeal within the allotted time will render the original decision final and conclusive. Grounds for an appeal shall be based upon either of the following:

• Specified procedural errors or errors in interpretation of University regulations were so substantial as to effectively deny the student a fair hearing.
• New and significant evidence became available which could not have been discovered by a properly diligent student before or during the original hearing.

All requests for appeals shall be reviewed by the Vice President for Student Affairs/Dean of Students, who shall notify, in writing via official university email, all parties involved of the results of that review. If the request for an appeal is denied, the original decision becomes final. If an appeal is granted, all parties involved shall be informed, in writing via official university email, that a review of the original decision is being conducted through the level 2 or level 3 processes.

Documentation

Student Complaints will be recorded with outcomes in the Vice President for Student Affairs/Dean of Students office. Quarterly reports will be submitted to the President’s Cabinet with the following information:

• Total number of complaints 
• Nature of complaints received by generic category 
• Summary record of each complaint received and action taken 
• Total number or appeals and percentage of decisions which were either upheld or overturned 
• An annual analysis of any trends in complaints noticed and steps already taken or recommended courses of action to address these trends.